Emergency I.C.E. Pack for 4-H Counselors

• The I.C.E. pack was developed to be carried with camp counselors in their back packs at all times during residential camps. Each pack should be edited and reviewed for specific camps.

• The pack is developed to be reviewed prior to the camp in full with the counselors and staff so that they are all aware of the proper procedures in place.

• This pack was developed through careful consideration of my own perspective as a 4-H professional and a nationally registered EMT and emergency health provider. I worked in collaboration with my own local 4-H camp to use their procedures and place them in a friendly format that is easy and direct to follow. I am always open to new ideas, comments, concerns and applications that may be useful for the future. If you choose to utilize/edit this pack, please contact me at [email protected] so I can document your usage. I would be happy to help you in your own personal journey for a safer camp experience!

Ohio State University Extension embraces human diversity and is committed to ensuring that all research and related educational programs are available to clientele on a nondiscriminatory basis without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, or veteran status. This statement is in accordance with United States Civil Rights Laws and the USDA. Keith L. Smith, Associate Vice President for Agricultural Administration; Associate Dean, College of Food, Agricultural, and Environmental Sciences; Director, Ohio State University Extension and Gist Chair in Extension Education and Leadership. TDD No. 800-589-8292 (Ohio only) or 614-292-1868.

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Page Emergency Type

1 Homesickness

2 Injury/Illness

3 Bodily Fluids & Blood

4 Personal Electronic Devices

5 Property Loss/ Damage

6 Intruder

7 Non-Compliant Camper

8 Missing Person

9 Violence

10 Hospital Visit

11 Early Dismissal

12 Tornado Warning

13 Severe Storm

14 Fire

15 Flooding

16 Evacuation

17 Death

In Case of Emergency:

HomesicknessDefinition: Counselor becomes aware of a

camper who is homesick.

Responsibility: Follow DFC and use appropriate actions.

Steps to Initiate Support Process:

1. Radio or send for Dean of Men, or Women.

2. Do not promise a camper they can call home. Parents fill out a form with information about when we should call and we need to follow that.

3. Inform Dean of situation and accompany them with the camper as much as possible.

4. Elevate incident to Medical Staff and/or Director if camper is not responsive to Deans.

Decision Flow Chart

(DFC)

Are you able to calm the camper down and reengage

them in activities?

Keep a watchful eye on the camper to

ensure they are not being picked

on, or uncomfortable

with their surroundings.

Initiate support

processes.

1


Injury/IllnessDefinition: Counselor becomes aware of a

potential injury or illness.

Responsibility: Notify Medical Staff/Take camper to Nurses Station.


1. Ensure victim and bystanders are protected from further harm.

2. Notify medical staff via personal contact or by radio.

3. Follow direction of medical staff or staff member.

4. If necessary staff member will contact EMS.

Decision Flow Chart

(DFC)

Initiate the Support Process Immediately

2

In Case of Emergency:Bodily Fluids & Other Blood

Borne Pathogens.

Definition: Counselor becomes aware of a situation involving bodily fluids.

Responsibility: Follow DFC and following action steps.


1. Remove yourself from situation and notify medical staff either by radio or by sending a counselor or camper to retrieve them.

2. Allow medical staff to evaluate and clean location according to procedures following blood borne pathogens procedures.

3. Report incident to medical log if exposure to fluids.

Decision Flow Chart

(DFC)

Are you able to remove your campers from the situation

without exposing yourself to fluids?

Remove campers

from situation and

notify medical staff.

Remove campers from situation as

cleanly as possible, and

then notify staff for procedures

for cleanup.3


Personal Electronic Devices

Definition: Counselor becomes aware of unauthorized use of prohibited instruments.

Responsibility: Report to adult staff about use of prohibited instruments.


1. Adult staff will assess the situation and take any PED into possession.

2. Incident will be reported in the log.

3. Devices will be locked up and returned at the end of camp to the parents of the individual.

4. Verify that the incident is recorded in the log and that the PED is secured.

Decision Flow Chart

(DFC)

Directly Initiate Support Process

4


Property Loss/Damage

Definition: Counselor becomes aware that property is missing or damaged.

Responsibility: Consult DFC and follow actions described there.


1. Report details of incident to adult staff.

2. Adult Staff will report incident to director and conduct an investigation.

3. Verify the situation is reported in the log if item is damaged, or reported stolen.

Decision Flow Chart

(DFC)

Sweep entire are to ensure that the item is indeed

missing. Did you find it?

If found, return to

owner immediately (unless It is a

PED)

Follow Support

Process on the Right.

5


Intruder

Definition: Counselor becomes aware of unauthorized individual(s) on the Camp Palmer grounds.

Responsibility: DFC Yes Go to Section ADFC No Go to Section B

Steps to Initiate Prevention Process:A. 1. Ensure that all campers are a safe distance away

and have adequate supervision.2. If situation seems safe and appropriate, approach

individual and ask if you can assist them.3. Politely inform the individual that the area is

currently restricted due to the program.4. Offer to introduce them to adult staff if they do

not leave the area.5. Report incident to Camp Director with as many

details as possible.B.1. Ensure that all campers are a safe distance away

and have adequate supervision.2. Use radio to call for adult staff, or send another

counselor to get adult staff.3. Make note of persons description.4. If possible, remove campers from the area as

much as possible.

Decision Flow Chart

(DFC)

Is the counselor able and/or willing to approach

unauthorized individual(s)?

Go to Section A

Go to Section B

6


Non-Compliant Camper

Definition: Counselor becomes aware of non-compliant individual.

Responsibility: Consult DFC and follow actions described.


1. Notify adult staff (If possible Dean or Men or Women).

2. Adult staff will remove the camper from the situation and try to calm them down.

3. If camper continues to be non-compliant, director will determine when to call parents.

4. Incident to be reported in log by counselor and/or adult staff.

Decision Flow Chart

(DFC)

Is the counselor willing or able to work with the individual?

Work with camper to calm them down and then reengage

them into activity.

Report incident to Camp

Director.

Go to steps to initiate support process.

10


Missing PersonDefinition: Counselor becomes aware of

missing person.

Responsibility: Refer to DFC on Left.

Yes Verify Location

No Initiate Process Below

Steps to Initiate Response Process:

1. Notify adult staff member.

2. Staff member will organize immediate area sweep.

3. Notify Camp Director who will conduct a full camp head count.

4. Director will contact Palmer staff and local authorities if individual is not found.

Decision Flow Chart

(DFC)

Is the missing person found by asking other individuals the

persons where abouts?

Verify persons where abouts

& continue with

programming.

Go to steps to initiate response process.

11


UnauthorizedWeapon

Definition: Counselor becomes aware of a weapon or device that could cause bodily harm to individuals.

Responsibility: Consult DFC and following actions described.


1. Ensure safety of involved individuals.

2. Separate the individuals (if needed) and try to settle them down to resolve conflict.

3. Radio for adult staff, or send another counselor to get an adult staff member.

4. If physical violence is a factor, report any injuries to the medical staff.

5. Verify incident is reported in log.

Decision Flow Chart

(DFC)

Is counselor willing or able to work with the camper to

retrieve item?

Work with camper(s) to ask them to hand over

the item and turn into the

CPD.

Initiate support process.

7


ViolenceDefinition: Counselor becomes aware of a

physical or mental conflict between individuals.

Responsibility: Consult DFC and following actions described.


1. Ensure safety of involved individuals.

2. Separate the individuals (if needed) and try to settle them down to resolve conflict.

3. Radio for adult staff, or send another counselor to get an adult staff member.

4. If physical violence is a factor, report any injuries to the medical staff.

5. Verify incident is reported in log.

Decision Flow Chart

(DFC)

Is counselor willing or able to work with the camper?

Work with camper(s) to settle them down and

resolve conflict.

Initiate support process.

7


Hospital VisitDefinition: Adult Staff becomes aware of

situation where a trip to the hospital is necessary, but not life threatening.

Responsibility: Follow Support Process


1. Medical staff indicates to Camp Director that a camper needs to be transported to the hospital for a non life threatening but serious injury.

2. 1 medical staff and 1 additional staff member will be responsible for taking the camper to the hospital.

3. Emergency vehicle will be checked for operation, and adequate fuel at the start of camp.

4. Staff will report to parents regarding situation and directions to

hospital.

Decision Flow Chart

(DFC)

Follow Initiate Support Process Immediately

8


Early DismissalDefinition: Counselor becomes aware of a

camper who is leaving camp early?

Responsibility: Follow DFC and take appropriate actions as necessary.


1. Notify adult staff via radio or in person to verify early dismissal of camper involved.

1. If early dismissal is approved and known of, assist camper in gathering belongings and preparing to depart camp.

2. If dismissal is not approved of, direct adult to camp director immediately. If possible have adult staff escort them.

2. Camp Director will report any early dismissals in log.

3. Do no allow camper to leave without following check out procedures.

Decision Flow Chart

(DFC)

Has adult staff indicated to you that a camper will be

leaving camp early?

Assist camper with packing and

gathering their items, and retrieving

medications and money from the

bank once parents are present.

Following support

process to the Right.

9


Tornado Warning

Definition: Counselor becomes aware of a Tornado Warning (Siren Blast for 3 Minutes)

Responsibility: Follow direction of DFC and follow steps as indicated.


1. All campers will report to their cabins (or other indicated shelter area).

2. Campers will take cover under lower bunks, and in case of high winds use a pillow covering their heads from potential injury.

3. Counselors will have activities planned to keep them calm and occupied during the time (ie: songs, stories, trivia, stories).

4. Camp Director will give an “All Clear” when the storm has passed.

5. Counselors will report any injuries to the camp medical staff.

6. Permanent staff will evaluate damage and determine if camp will continue.

Decision Flow Chart

(DFC)

Has a tornado been spotted?

Take immediate

cover following the directions of adult staff.

Follow the steps to initiate support process.

10


Severe StormDefinition: Counselor becomes aware of a

Severe Weather.

Responsibility: Follow DFC and actions as indicated.


1. Remain indoors in designated locations or move campers to nearby building.

2. Stay away from open doors and windows and unplug electrical appliances. Do not use the phone.

3. If away from central camp, seek cover away from trees, power lines and metal objects.

Decision Flow Chart

(DFC)

Is the weather immediately threatening?

Seek shelter immediately and report location to adult staff.

Initiate Support

Process to the Right.

11


FireDefinition: Counselor becomes aware of a fire.



1. Ensure all campers are evacuated from the area and relocated to the front activity field.

2. Adult staff will call 911 and give name, location and nature of emergency from a camp phone.

3. Group campers by cabin and conduct a head count of your cabin.

1. If all campers are accounted for in your cabin, have them sit down.

2. If you have missing campers notify an adult staff member immediately.

4. Assess campers for any medical emergencies and notify staff if attention is needed.

Decision Flow Chart

(DFC)


12


FloodingDefinition: Counselor becomes aware flooding



1. Minimize travel to and from the boys cabins.

2. When water is covering bridges campers can be safety taken to their cabins through Harrison Lake State Park. All groups must be accompanied by a counselor or adult staff when using this route.

3. Camp director will evaluate any other flooding situations and assess location as needed.

Decision Flow Chart

(DFC)


13


EvacuationDefinition: Counselor becomes aware of

evacuation.



1. Camp Director will relocate all campers and staff to a safe location.

2. Camp Director will call 911 and give name, location and nature of emergency.

3. Counselors will conduct a head count of each cabin.

4. Missing or injured campers will be reported to the Director and/or medical staff.

5. The Camp Director and Executive Director will work directly to cooperate with Disaster Services.

Decision Flow Chart

(DFC)


14


DeathDefinition: Counselor or Staff Member

becomes aware of a participants Death.

Responsibility: Notify Camp Director & Medical Staff.


1. Ensure victim and bystanders are protected from any further harm.

2. Immediately notify Medical Staff and Camp Director.

3. Dial 911 state name, location and nature of emergency.

4. Clear campers away from area.

5. Follow directions of Medical Staff & Camp Director.

6. Contact Ohio State University for CommTech support.

Decision Flow Chart

(DFC)

Initiate the Support Process Immediately

15

Health & Medicine

Emergency I.C.E. Pack for 4-H Counselors